Case Study
Office & Phone

Time and cost savings through automation of office organisation and invoicing.

About Office & Phone

Office & Phone Büromanagement KG, based in Freiburg, i. Br., is a provider of office services. The company handles secretarial tasks, correspondence, first-level support, clerical work, customer and telephone service, and all other tasks that customers would like to outsource. Office & Phone consists of a small team, works across all industries, and is ISO 9001-certified.

Initial situation and Challenge

Office & Phone, with its numerous customers from a wide range of industries, provides a wide variety of office services on a daily basis.

The services provided and times for billing customers were kept on different lists and software solutions.

This process required a lot of effort and led to the blockage of important resources. In addition, there was no central task management and no digital time recording that could have helped speed up the processes.

Motivation and goal setting

Workflows are to be digitised and contribute to significant time and cost savings.
Employees should have transparency over tasks in day-to-day business and record billing-relevant activities digitally.
Invoicing to customers is to be fully automated on the basis of corresponding data.
Management is to be given options for targeted control, enabling potential improvement measures based on throughput times and processes.
The new application is meant to contribute to quality management and regular auditing.

Solution

The solution created for Office & Phone is a digital workplace portal that flexibly combines various features. The following key functions are included:

Customer relationship management (CRM) for managing customers and their requirements.
Intelligent task management for assigning activities to employees according to skills and available capacities.
Time recording system and dovetailing with the billing process.
Connection to and data integration with the Starface telephone system, and automatic consideration of provided telephone times for the billing process.
Algorithmic consolidation of services rendered for automatic invoicing.
Controlling the system for optimisation and QM auditing.